case study

Venues NSW – From TRIM Containers to Searchable SharePoint Libraries

In under six weeks Total Calibration migrated ~30,000 legacy TRIM (HP Records Manager) records into Microsoft 365, preserving the critical metadata the client specified and laying the groundwork for future compliance with NSW GA 28.

Overview

Venues NSW partnered with Total Calibration to carry out a TRIM to SharePoint migration that moved 30,000 from HP Record Manager into a modern SharePoint Online environment, tightening compliance, boosting findability and laying the foundation for Microsoft 365-native governance.

Key Details

  • Organisation: Venues NSW – state authority managing major stadia and entertainment venues
  • Industry: Sport, entertainment & government
  • Employees: About 200 – 750 (including seasonal staff)
  • Legacy system: HP Record Manager (TRIM) instance operated by the NSW Office of Sport (shared-services model)
  • Modern platform: SharePoint Online + Power BI
  • Scope: Historical data migration, live records hub, user training, Power BI dashboards
  • Engagement model: Time-and-Materials with SLA-backed support

The Challenge

Venues NSW had just months to disentangle itself from the NSW Office of Sport’s shared HP Record Manager (TRIM) tenancy and needed to:

  • Extract and preserve tens of thousands of historical records—with full metadata and audit history—without taking TRIM offline prematurely

  • Stand up a modern SharePoint Online structure that would be familiar to end-users yet enforce compliant retention, classification and disposal from day one.

  • Minimise business disruption: the migration had to run in the background so venue managers and head-office staff could keep working without downtime or retraining mid-project.

Total Calibration’s brief was therefore to design a low-touch migration path that met NSW record-keeping rules, delivered a ready-to-use SharePoint solution, and kept frontline teams blissfully unaware of the heavy lifting happening behind the scenes.

Total Calibration made what looked like a daunting, last-minute migration feel simple. In under six weeks they lifted our TRIM records into SharePoint without a hiccup, kept every metadata field we needed and never once disrupted venue operations. The new Records Hub is faster to search, easier to govern and ready for our next compliance milestone. I couldn’t have asked for a cleaner, more professional delivery

– David Gregson, Project Manager

Our Solution

Total Calibration delivered a lean three-phase programme that moved Venues NSW off the Office of Sport TRIM instance without disrupting day-to-day work.

1. Analysis and Design

  • Confirmed business-critical metadata fields and mapped them to SharePoint columns. 
  • Prototyped a SharePoint Online Records Centre and surfaced live counts in a Power BI migration dashboard.
  • Issued a Solution Design Document aligned to NSW State Archives & Records (NSW SARA) guidelines.

2. Build & Migration

  • Stood up a history-only Records Centre and a live “Records Hub” site with out-of-box Purview retention labels ready for future GA 28 mapping.
  • Used our proprietary accelerator + ShareGate to migrate ≈30 000 records in controlled waves, preserving all metadata, permissions and checksum totals.
  • Performed 100 % post-load validation; no re-work or data loss.

3. Documentation & Enablement

  • Published admin and end-user guides.
  • Ran targeted workshops that rebuilt staff confidence in the new SharePoint Online records hub.

Results and Benefits

  • Search in seconds, not days – staff now surface contracts and venue blueprints instantly via Microsoft Search.
  • Governance visibility – dashboards reveal migration completeness and highlight content overdue for appraisal.
  • Security uplift – moving to a dedicated tenancy removes co-tenancy risk and enables Microsoft Purview labelling.
  • Audit-ready records management – preserved metadata plus ready-to-apply retention labels meet NSW SARA expectations.
  • Future-proof foundation – the SharePoint architecture is ready for AI-driven auto-classification.

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